Regulations for the Conduct of University Examinations: Part 4 Examiners: Nominations and Vacancies

  • 4.1. It is the duty of every supervisory body to establish and maintain standing orders for:

    • (1) the number of examiners for any University Examination for which that supervisory body is responsible;

    • (2) the examiners' period of office;

    • (3) the appointment of a chair of examiners;

    • (4) the composition and constitution (including the arrangements for appointment of the chair and rules as to quorum) of any nominating committee to whom responsibilities are delegated under regulations 4.4 or 4.5 below; and

    • (5) the period of service of the members of that committee and the filling of vacancies.

  • 4.2. The standing orders made under regulation 4.1 above shall be submitted:

    • (1) to the Proctors and the Registrar1 before the beginning of each academic year; and

    • (2) the Education Committee with the examiners' report at the conclusion of the Examination.

  • 4.3. Examiners must be nominated to the Pro-Vice-Chancellor (Education) and Proctors by the supervisory body in accordance with those standing orders.

  • 4.4. Unless there is provision to the contrary in any regulation, the responsibility for making nominations in respect of any University Examination which is under the joint supervision of more than one supervisory body shall be delegated to a nominating committee appointed jointly for this purpose by the supervisory bodies concerned.

  • 4.5. A single supervisory body responsible for making nominations in respect of any other University Examination may delegate its responsibility to a nominating committee consisting of not fewer than three persons appointed by it for this purpose.

  • 4.6. The Proctors and the Registrar shall be informed annually of the membership of each nominating committee.

  • 4.7.

    • (1) Every nomination shall be made by a majority of votes.

    • (2) When the votes are equal the chair of the relevant board or other body or nominating committee acting on its behalf shall have an additional, casting vote.

    • (3) Where the nomination is made by a casting vote and is forwarded to the Pro-Vice-Chancellor (Education) and Proctors for their approval, they shall be informed that it has been made by a casting vote.

  • Doctor of Clinical Psychology and Postgraduate Certificate in Supervision of Applied Psychological Practice
  • 4.8.

    • (1) Nominations of examiners for the Degree of Doctor of Clinical Psychology and the Postgraduate Certificate in Supervision of Applied Psychological Practice shall be made by a committee comprising two persons elected by the Oxford Institute of Clinical Psychology Training and two persons elected by the Medical Sciences Board.

    • (2) Nominations made under this regulation must be made in writing by at least three of the members of the nominating committee and shall be subject to the approval of the Pro-Vice-Chancellor (Education) and Proctors.

  • Notice of vacancies
  • 4.9. By the Friday of the last week of each Full Term the Registrar shall send to each supervisory body, or its nominating committee acting on its behalf (as the case may be), the vacancies in examinerships to be filled in the following term.

  • Notice of nominations
  • 4.10. Each supervisory body, or its nominating committee acting on its behalf (as the case may be), shall, unless regulation 4.11 below applies, submit to the Registrar, by 5 p.m. on the first Tuesday of the Full Term in which any vacancy has to be filled in accordance with Part 5 of these regulations, nominations of new examiners, signed by not fewer than two of the members of the board or other body or committee in question.

  • 4.11. Nominations of new examiners for the Degree of Bachelor of Philosophy and Master of Philosophy in subjects other than Classical Archaeology shall be submitted by 5 p.m. on Friday in the sixth week of the Full Term in which a vacancy has to be filled in accordance with Part 5 of these regulations.

  • 4.12. If notice of a vacancy in an examinership is not received by the Monday before the Full Term in which it is to be filled in accordance with regulation 4.9 above, the Pro-Vice-Chancellor (Education) shall fix the date by which nominations in writing must be received in accordance with those regulations, and the date for any meeting of the board or other body or nominating committee which may be necessary to make a nomination.

  • Submission of nominations
  • 4.13. The chair of the board or other body or of the nominating committee acting on its behalf shall be responsible for the submission of nominations under regulations 4.10–4.12 above duly signed by the persons specified.

  • External examiners
  • 4.14. Regulations 4.15-4.19 below apply to the appointment of external examiners.

  • 4.15. Each supervisory body or nominating committee acting on its behalf must nominate as an external examiner for each University Examination for the Second Public Examination for which it is responsible a person to act as an external arbiter of standards and may nominate a person as an external examiner to provide academic expertise not otherwise obtainable from within the University.

  • 4.16. A person nominated under regulation 4.15 above may be approved and designated by the Pro-Vice-Chancellor (Education) and Proctors as an external examiner. An external examiner who fails to submit the annual report required by the University may continue in office only with the permission of the Pro-Vice-Chancellor (Education) and the Proctors.

  • 4.17. A person holding a post in the University or any college or other Oxford institution associated with the University in the examination of candidates may not be approved or designated as an external examiner.

  • 4.18. Unless they are appointed to examine separate subjects or in separate parts of a University Examination divided into formal parts, no two persons who are, or have been during the preceding two years, on the teaching staff of the same university or other institution shall normally be nominated to serve at the same time as external examiners in the same University Examination.

  • 4.19. External examiners shall be entitled to a retaining fee up to but not exceeding an amount determined from time to time by the Planning and Resource Allocation Committee of Council.

  • Additional examiners
  • 4.20. A supervisory body may at any time, if it is necessary or desirable to do so, nominate additional examiners to serve on a Board of Examiners for one University Examination only, and the provisions of any standing orders shall not apply to the time of their nomination.

  • Final Honour Schools divided into Parts
  • 4.21. If any Final Honour School is divided into Parts there shall be a separate Board of Examiners for each Part.

1 References to the Registrar in this section should normally be taken to refer to the Head of Examinations and Assessments at the Examination Schools, who acts on behalf of the Registrar.